STAFF AWARD REPORT
|
To: |
John Livey, Chief Administrative Officer |
|
Re: |
285-Q-08 Leadership
Development Program |
|
Date:
|
|
|
Prepared by: |
Miriam Comerford, HR Manager,
Learning & Organization Development Alex Moore, Manager of |
RECOMMENDATION
|
Recommended
Supplier |
|
|
|
Current
Budget Available |
$ 90,100.00 |
200-202-5250
Training Seminars (2009) |
|
Less cost of
award |
$ 38,360.00 $
38,360.00 $ 38,360.00 $
115,080.00 |
2009 (Subject to budget approval) 2010 (Subject
to budget approval) 2011 (Subject
to budget approval) Total Award |
|
Budget Remaining after this award |
$
51,740.00 |
* |
* The remaining budget when approved by Council shall
be used for further training seminars as budgeted for.
PURPOSE
To obtain approval to award the contract
for leadership development program for middle-managers within the Town.
BACKGROUND
This program is to engage its current
mid-level management group in interactive, hands on, and practical Leadership
Development Program that can positively impact their skill development needs.
The current management group is comprised of approximately 60 mid level
managers.
The Leadership Development Program is
designed to deliver a series of single-day programs that covers core leadership
competencies. The core subject areas
include:
Ø Leadership and Employee Engagement
Ø Self-management and performance skills
Ø Citizen/Client Focus
Ø Change management skills
Ø Business Strategy, planning and problem solving
skills
The training will be held at the Town or
another suitable location determined by the Town.
BID INFORMATION
|
Advertised |
By Invitation |
|
Number picking up bid documents |
3 |
|
Number responding to bid |
3 |
PRICE SUMMARY
|
Supplier |
Price,
Exclusive of GST/ Year |
|
|
$38,360.00 |
|
|
$64,800.00 |
|
|
$92,400.00 |
STAFF
AWARD REPORT Page 1 of 2
|
To: |
John
Livey, Chief Administrative Officer |
|
Re: |
139-R-08 Employee Service Awards Program |
|
Date: |
|
|
Prepared
by: |
Jennifer Banfield, HR Administrator,
Compensation & Benefits |
RECOMMENDATION
|
Recommended Supplier |
Williams
Recognition Ltd. (Highest Ranked and Third Lowest Priced Supplier) |
|
|
Current Budget
Available |
$ 83,982.33 |
200
998 3303 Service Awards |
|
Less cost of award |
$ 83,982.33 $ 72,803.37 $156,785.70 |
2009 estimate Inclusive of PST and exclusive of
GST * 2010 estimate Inclusive of PST and exclusive of
GST * Total cost of award * |
|
Budget Remaining after this award |
$
0.00 |
|
* Subject to Council approval of the 2009 –
2010 operating budgets.
PURPOSE
To obtain approval to award the contract for
the employee service awards program for a term of two (2) years (2009 – 2010).
BACKGROUND
Under the Town of Markham’s staff recognition program
service awards are presented to employees for years of service completed based
on intervals of 3, 5, 10, 15, 20, 25, 30 and 35 years of continuous
service. Eligible employees receive
gifts of their choice selected from the vendor’s inventories and catalogue
based on year service.
The request for proposal was released for two (2)
years with an option to extend the contract for an additional three (3)
years.
BID INFORMATION
|
Advertised |
Electronic Tendering Network |
|
Bids closed on |
|
|
Number picking up bid
documents |
12 |
|
Number of companies
responding to bid |
6 |
Staff made contact with three (3) of the bidders that picked up the bid document but did not
submit a bid; one bidder advised that
they could not handle due to present work load, one bidder advised they were
unable to quote competitively and another could not supply as per the
specifications identified in the bid document.
PROPOSAL EVALUATION
The
Evaluation Team for the request for proposal was comprised of staff from the
Human Resources Department with
The
proposals were evaluated based on pre-established evaluation criteria as listed
in the request for proposal: 10% past
experience of the firm; 20% project delivery; 35% Quality and value of the
awards, 5% value added services and 30% price totaling 100%. The scores are listed in the following
table:
|
Bidder |
Total Score |
Rank Results |
|
Williams
Recognition Ltd. |
85.45 |
1 |
|
Rembrandt Awards Mfg. Ltd. |
79.47 |
2 |
|
O.C. Tanner Recognition Company Limited |
71.76 |
3 |
|
The Diamond Showcase Ltd. |
66.00 |
4 |
|
Birks & Mayors Inc. |
46.00 |
5 |
|
Needham Promotions Inc. |
41.87 |
6 |
Note: The bids received from the six (6) bidders
ranged from approximately $125,000 - $255,000 inclusive of PST and exclusive of
GST for a two (2) year contract term.
The price variance between the lowest priced and highest ranked
proponent was twenty five-percent (25%).
…/2
Staff Award
139-R-08 Employee Service Awards Program Page
2 of 2
__________________________________________________________________________________________
OVERVIEW:
Williams Recognition Ltd. demonstrated
strong and relevant experience with service awards projects of a similar size
and scope. The vendor is able to deliver the service awards program
through a variety of means including web, paper and telephone as per the
specifications of the request for proposal. In addition, the vendor has
an Administrator website where the Town of
Staff are recommending a two
(2) year term to review the service levels provided by the highest ranked
bidder and if deemed to meet requirements,
STAFF
AWARD REPORT Page 1 of 3
|
To: |
John
Livey, Chief Administrative Officer |
|
Re: |
138-S-08 Senior Leadership Development Plan |
|
Date: |
|
|
Prepared
by: |
Miriam Comerford, Sr. Learning and
Organization Development Specialist Alex Moore, Manager, |
RECOMMENDATION
|
Recommended
Supplier |
HORN (Preferred Supplier) |
|
|
Current
Budget Available |
$ 135,000.00 |
200 202 5250 Training
Seminars |
|
Less cost of
award |
$ 44,900.00 $ 44,900.00 $ 44,900.00 $134,700.00 |
Year one (2009) Year Two (2010)* Year Three (2011)* Total award |
|
Budget Remaining after this award |
$ 90,100.00 |
** |
* Year two (2010) and three (2011) are subject to
Council’s approval of the annual operating budget.
** The remaining budget of $90,100.00 shall be used
for further training seminars as budgeted for in account 200 202 5250.
Staff further recommends:
THAT the tendering process be waived in accordance
with
PURPOSE:
To obtain approval to award a three year
contract for a leadership development program for all Directors, Commissioners
and the CAO.
BACKGROUND:
With the
end of the Schulich program, the Town has an opportunity to develop a focused
senior leadership development program with built-in return on investment
reports. Since 2006, the Town has engaged
the consultancy firm, HORN, to provide us with a number of programs to enhance
performance within the Town of Markham Markham
To date, HORN has spent over 268 hours working with
the Town of
We are recommending an approach to senior leadership
development that provides a consistent framework to enhance the quality of
leadership development across the organization maximizes opportunities for
collaboration across businesses and provides a forum to communicate leadership
standards and expectations. The benefit of this strategy includes establishing
a common language of leadership, focusing development on key positions.
Staff Award
138-S-08 Senior Leadership
Development Plan Page 2
of 3
______________________________________________________________________________________________
The outcomes expected as a result of a comprehensive
leadership development program are:
Business Needs Assessment
HORN will conduct a series of strategic needs
assessments during the three-year program to ensure that the programs delivered
are current and relevant. This kind of
continuous improvement process is consistent with our commitment to NQI.
Program Design
A leadership development strategy with maximum
opportunity for cross-functional collaboration enhances the development of
emerging leaders. This plan will include
12 days of in-class facilitation spanning three years covering the following
topics: foundation of Leadership, Leading change, Leverage Coaching for peak
Performance, Navigating Complex Challenges, Leadership
and Advanced Coaching, Leading through Vision, Leadership and High Performance
Teams, Results Oriented Leadership, Leadership through Innovation, Project
Management for Executives, Presenting as a Leader and Managing Measurable
Results.
These workshops will provide an opportunity to
reinforce standards of leadership. Unclear
standards of leadership can create dissatisfaction among leaders and can
contribute to an employee’s poor perception of leadership quality, driving
disengagement.
Based upon HORN’s experience with the Town of
Executive Coaching
In order to be sustainable, the coaching needs to be
business driven. As a development tools
for senior managers and executives, high consideration is given to aligning the
coaching session to business needs. As
such, our strategy is to position coaching as a benefit to the business as well
as the individual to ensure a greater return on investment for the
organization. A key differentiating feature between our proposed approach and
traditional methods is to link each coaching opportunity with the strategically
positioned leadership program. Since the
program is designed to target business needs, the supporting coaching session
for each participant is to help create a linkage between the theory in the
program and his or her business targets in addition to the behaviours that will
support the achievement of these targets. Using a preferred vendor allows us to
create a coaching model that integrates leadership development with our overall
business strategy.
Program Evaluation -- Metrics
HORN is committed to sustainable learning and as such,
post session evaluations will be held to ensure that the programs are meeting
the developmental and organizational needs of the Town. Every session will have two evaluations,
Level I metric to measure satisfaction with aspects of the program including
the facilitator, topic and applicability of the material; and Level II to
measure knowledge acquired during the session including improved skills and
professionalism. This approach again
aligns with their commitments to NQI framework.
FINANCIAL
DISCUSSIONS
Based upon statistics from
Schulich, the Town of Markham
Staff Award
138-S-08 Senior Leadership
Development Plan Page 3
of 3
______________________________________________________________________________________________
FINANCIAL
DISCUSSIONS (Continued)
The University of Toronto
The program proposed by HORN will
span three years and is designed exclusively for senior managers’ leadership
team – CAO , Commissioners and Directors. The proposed cost is $134,700 for a customized
program including executive coaching.
HUMAN
RESOURCES CONSIDERATIONS
All senior managers would be
expected to commit to a series of workshops and coaching sessions,
approximately 10 working days over a span of three years. In addition, there will be nine – one hour
coaching telephone conversations with a HORN coach advisor.
STAFF AWARD REPORT
Page 1 of 2
|
To: |
John
Livey, Chief Administrative Officer |
|
Re: |
#251-T-08 Short Term Rental of Vehicles
for 2009 |
|
Date: |
|
|
Prepared
by: |
Laurie Canning, Manager, Fleet &
Supplies Patti Malone, Senior Buyer, |
RECOMMENDATION
|
Recommended Supplier (s) |
Sommerville National Leasing & Rentals Ltd.(Lowest Priced Supplier) Avis Budget Group (Lowest Priced Supplier) |
|
|
Current Budget Available |
$253,720.00 |
750 752 5500 Vehicle Rent/Lease – 2009 Budget* |
|
Less cost of award |
$137,592.00 $ 88,814.88 $226,406.88 |
Inclusive of PST, Exclusive of GST (Sommerville,12 vehicles) Inclusive of PST, Exclusive of GST (Avis Budget,29 vehicles) Total Cost of Award |
|
Budget Remaining after this award |
$ 27,313.12 |
** |
* Subject to
Council approval of the 2009 operating budget.
**Balance
remaining to be spent on other rentals or other operating expenses as needed.
PURPOSE
To obtain approval to award the contract
for the short term rental of vehicles for 2009.
BACKGROUND
These vehicles are for 2009 seasonal requirements identified by the Operations Parks Bylaw s and Operations
Roads departments. These units are
required as seasonal fleet units to deliver the required services throughout
the spring and summer seasons. An
additional rental was added for the seasonal staff in Operations
to cover the area of special events.
BID INFORMATION
|
Advertised |
ETN |
|
Bids closed on |
|
|
Number picking up bid documents |
7 |
|
Number responding to bid |
4 |
PRICE SUMMARY (Inclusive of
PST, Exclusive GST)
|
Vehicle Type |
Qty |
Mnths |
Start Date |
End Date |
AVIS BUDGET GROUP |
|
BENNETT FLEET LEASING |
|
|
9200 lbs GVW
Crew Cab Pickups |
10 |
7 |
Apr-01 |
Oct-31 |
$1,080.00 |
$1,057.32 |
$0.00 |
$0.00 |
|
9200 lbs GVW
Crew Cab Pickups |
10 |
5 |
Apr-01 |
Aug-31 |
$1,080.00 |
$1,182.60 |
$0.00 |
$0.00 |
|
9200 lbs GVW
Crew Cab Pickups |
2 |
7 |
May-01 |
Nov-30 |
$1,080.00 |
$1,057.32 |
$0.00 |
$0.00 |
|
1/2 ton Regular
Cab Pickups |
14 |
4 |
May-01 |
Aug-31 |
$972.00 |
$997.92 |
$1,350.00 |
$1,350.00 |
|
1/2 ton Regular
Cab Pickups |
5 |
6 |
May-01 |
Oct-31 |
$972.00 |
$997.92 |
$1,350.00 |
$1,350.00 |
*As compared to the previous contract (2008), these
prices represent an approximate 8% decrease in the unit costs, one more unit
rented and two additional months of rental.
Staff Award
251-T-08 Short Term Rental of
Vehicles for 2009 Page 2 of 2
______________________________________________________________________________________________
The following is the changes in quantities and months
from the 2008 to the 2009 contract:
|
Vehicle Type |
2008 Qty |
2009 Qty |
2008 Mnths |
2009 Mnths |
|
9200 lbs GVW
Crew Cab Pickups |
10 |
10 |
8 |
7 |
|
9200 lbs GVW
Crew Cab Pickups |
8 |
10 |
5 |
5 |
|
9200 lbs GVW
Crew Cab Pickups |
2 |
2 |
4 |
7 |
|
1/2 ton Regular
Cab Pickups |
16 |
14 |
4 |
4 |
|
1/2 ton Regular
Cab Pickups |
4 |
5 |
6 |
6 |
|
Totals |
40 |
41 |
27 |
29 |
E3
Project
An E3 project was proposed that would look
into options to purchase used vehicles as summer rentals and dispose of them at
a later date. The idea was that part of
the capital purchase could be recovered to reduce the net cost of ownership.
The analysis of this project will also need to deal with, costs for repair and
upkeep, storage/use of vehicles in the off season, and right sizing of
vehicles. Since the tendering for the rental
vehicles needs to occur in November each year to be able to secure the volume
of vehicles for the following summer, the analysis work for this project will
be undertaken by Operations and Finance staff by Q2 2009 so that we can be in a
position to implement the recommendations for 2010.
STAFF AWARD REPORT
|
To: |
|
|
Re: |
009-T-09 |
|
Date: |
|
|
Prepared
by: |
Mark Ingwersen, District Manager West Patti Malone, Senior Buyer |
RECOMMENDATION:
|
Recommended Supplier |
Colpac
Construction (Lowest Priced Bidder) |
|
|
Budget Available for
Award |
$ 242,042.90 |
059-6150-8046-005 Berczy Park Soccer Field |
|
Less cost of award |
$ 207,000.00 $
20,700.00 $
227,700.00 |
Excluding GST Contingency (10 %) Total Award |
|
Budget Remaining after this award |
$
14,342.90 |
* |
*The
remaining balance of $14,342.90 will be returned to the original funding source
upon payment of the final invoice.
PURPOSE:
To obtain
approval to award the contract for Berczy
Park
BACKGROUND:
The lit soccer field at
BID INFORMATION:
|
Advertised |
ETN (Electronic Tendering Network) |
|
Bids
closed on |
|
|
Number
picking up bid documents |
37 |
|
Number
responding to bid |
10 |
PRICE SUMMARY:
|
Supplier |
Price (Inclusive
of PST & exclusive of GST) |
|
Colpac Construction Inc. |
$207,000.00 |
|
|
$236,835.46 |
|
Advanced
Landscapes |
$243,355.45 |
|
Dol
Turf Restoration Ltd. |
$268,781.00 |
|
Cambium
Site Contracting Inc. |
$271,830.00 |
|
Gateman-Milloy
Inc. |
$276,801.75 |
|
S
& F Excavating Ltd. |
$280,000.00 |
|
Mopal
Construction Ltd. |
$292,200.00 |
|
Pine
Valley Enterprises Inc. |
$334,800.00 |
|
Griffith
Property Services Ltd. |
$357,893.95 |
STAFF AWARD REPORT Page 1 of 2
|
To: |
John
Livey, Chief Administrative Officer |
|
Re: |
047-S-09 Joint Portal Project – Initial phase
(Project plan and phase I procurement document) |
|
Date: |
|
|
Prepared
by: |
Nasir Kenea, CIO |
RECOMMENDATION:
|
Recommended Suppliers |
IBM
Canada Ltd. – Global Business Services (Preferred Supplier) |
|
|
Current Budget
Available |
$
2,169,936.00 |
049 5350 8659
005 * |
|
Less cost of award |
$ 88,500.00 |
049 5350 8659
005 (Town of |
|
|
$ 88,500.00 |
Region of |
|
|
$ 177,000.00 |
Total Award** |
|
Budget remaining after this award |
$ 2,081,436.00 |
*** |
*The current budget available has been reduced by
$830,064.00 ($792,307.00 commitment to
**An amount of $88,500.00 (50% of the cost for this
engagement) will be paid by the Region of York as part of the 50% cost sharing
arrangement for the Joint Portal project.
***The remaining balance of $2,081,436.00 in account 049 5350 8659 005 will be used for the purpose
of implementing portal technology in multiple phases through council approval.
THAT the tendering process be waived in accordance
with
PURPOSE:
To obtain approval to award the contract
for a professional service required as a pre-cursor to the initial phase
procurement (and implementation) of the Joint Portal Project for Town of
BACKGROUND:
As part of the Joint Portal initiative between The
Town of Markham and York Region, IBM Canada Ltd was awarded Part A, B & C
of the contract (077-R-07) to provide Hardware, Software, and Support Services
following both Markham and York Region council resolutions on Oct. 14, 2008 and
Nov. 20, 2008, respectively (see attached).
Part D - Professional Services – was not awarded at the time due to the
cost and the multiyear commitment required if the Professional Services was
awarded for all phases upfront. The
recommended strategy is to follow a phase-based approach with the flexibility
to manage the scope and pace of implementation based on need and capacity, with
the possible opportunity to minimize cost through a procurement process for
each phase.
A jointly funded Project Manager is currently being
recruited through York Region to oversee the overall project implementation of
this initiative. One of the other key
roles of this position is to provide recommendations and professional advice on
the procurement for Professional Services.
Before proceeding with the procurement of Part A, B
& C of the award, it is recommended that pre-requisite planning work be
undertaken. The objectives of this
engagement include:
· Defining the scope of the initial portals (Markham
& York Region) – to subsequently be used for procurement
· Providing the portal deployment roadmap (overall
rollout plan) for the next few years
· Defining the Non-Functional requirements
for the Portal Infrastructure
· Validating the scope of the infrastructure (hardware,
software etc.) and adjust the physical design
Through the participation of various business units at
the Town & the Region, this undertaking will engage stake holders to
determine priorities as well as set expectations for the project
implementation.
